How to Cancel Approved Leave (Admin)

Cancelling Approved Leave (Admin)

Roster builders and admins can cancel any approved leave directly from Leave Planner — you don't have to wait for the staff member to withdraw it.

Steps

1. Go to Sidebar → Leave Planner.
2. Find the approved leave request (filter by staff or date if needed).
3. Click the leave row to expand it.
4. Click Cancel Leave.

What happens — shift-action choice

A modal loads a preview of any roster shifts that were unassigned when the leave was originally approved. If affected shifts exist, you choose what to do with them:

Keep as open shifts (recommended)

• The stale cancelled-assignment rows are removed, freeing the unique roster slot.
• Any open vacancies that were posted as backfill stay advertised so any eligible staff can claim them.
• Use this when you want to re-advertise the shifts or manually assign someone new.

Restore to original staff

• The staff member's original shifts are put back onto their roster row.
• Any unfilled open vacancies posted as backfill are deleted (the original staff is back, so backfill is no longer needed).
• Use this when the staff member is returning to exactly the same roster they left.

If the leave never cancelled any shifts (e.g. the leave was approved before the roster existed for those dates), the modal skips to a simple confirm step.

After cancellation

• The leave block disappears from the Living Roster.
• The staff member receives a notification that their leave has been cancelled.
• The change is recorded in Activity Logs.

Tips

• Pending leave cancels with a simple confirm — no shift-action choice needed, because pending leave hasn't yet unassigned any shifts.
• If you already re-assigned or back-filled the shifts manually, use Keep as open shifts to avoid creating duplicate assignments.